Staff Assistant

About the job

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard Graduate School of Design?

The Harvard Graduate School of Design (GSD) educates design, research, and scholarship leaders to make a resilient, just, and beautiful world. The GSD offers degree programs across a range of design disciplines—architecture, landscape architecture, urban planning, urban design, design engineering, and real estate—as well as advanced research programs that cut across these disciplines and a robust public program of lectures, exhibitions, and publications. The immense variety of people, programs, and ideas at the School sustains a vibrant and rich environment for learning, inquiry, and collaboration, unlike any other design school. For more information about Harvard GSD see: https://www.gsd.harvard.edu/.

To be considered for this position, a cover letter and resume are required with the submission of your application.

Job Description

Job Summary:

The Admissions Staff Assistant provides administrative and operational support to the Admissions team, helping ensure timely, accurate, and responsive service to prospective students, applicants, admitted students, faculty, staff, and visitors. This position serves as a key point of contact for the Admissions inbox and phone line, coordinates event logistics, supports application processing and admissions committees, maintains admissions systems and web content, and processes travel and expense-related documentation.

The ideal candidate is organized, detail-oriented, responsive, comfortable managing multiple priorities, interested in and comfortable with databases and administrative systems, and able to work effectively with confidential student and applicant information.

TYPICAL DUTIES AND RESPONSIBILITIES

Admissions Communication and Customer Service

• Serve as the primary contact for prospective students and applicants through the admissions email inbox and telephone line.
• Provide accurate and timely information regarding application submission, admission policies and procedures, deadlines, events, and related inquiries.
• Research questions and refer inquiries to the appropriate staff or office as needed.
• Maintain and update admissions email templates, inbox snippets, and other standard communications to ensure information is clear, consistent, and current.
• Support admitted-student outreach activities and other admissions communications as needed.

Application Processing and Student Records

• Provide administrative support throughout the annual admissions cycle, including maintaining files, updating database records, producing reports, editing admissions materials, and completing related tasks.
• Support application processing during peak periods, including updating application records, reviewing and organizing materials, resolving application-related issues, and assisting with other processing needs.
• Process incoming and final transcripts for admitted students.
• Update prerequisite information and other related student records.
• Assist with coordinating faculty interview processes involving applicants, admitted students, and faculty.

Admissions Committee and Event Support

• Support admissions committees by maintaining SharePoint folders, assembling committee materials, uploading and maintaining committee information in Slate, and completing related administrative tasks.
• Create and maintain admissions events in Slate.
• Support admissions events by coordinating catering, reserving rooms, preparing materials, and assisting with communications and logistics.
• Provide support for recruitment travel logistics, including travel arrangements, materials, mailings, registrations, and follow-up activities.
• Provides support for the English for Design program.
• Support admissions projects and recruitment initiatives as needed.

Website and Digital Content

• Responsible for requested updates to the Admissions website, ensuring that information is accurate, consistent with application instructions, and updated with current admissions and event information.
• Edit recruitment and admissions instructional videos as needed.

Financial and Administrative Operations

• Process admissions-related expenses and reimbursements, including Open House travel reimbursements, admitted-student event expenses, credit card statements, invoices, and reimbursements through Concur.
• Maintain accurate records and documentation related to admissions expenses and reimbursements.
• Manages student worker hiring paperwork as well as event hiring, and processes weekly payroll across admissions functions and the summer English for Design program
• Serves as liaison for student employment practices within the admissions department

Student Affairs Support

• Provide administrative and event support to other functions within Student Affairs during peak periods, including Orientation, Commencement, and Career Services events.
• Perform other duties and responsibilities as assigned.

SUPERVISORY RESPONSIBILITIES               ****

• There are no supervisory responsibilities associated with this position.

PHYSICAL REQUIREMENTS:

• Applicants must be able to perform typical office tasks, including sitting for extended periods, using standard office equipment, and occasionally lifting up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

WORK ENVIRONMENT:

• This position will be based in Cambridge, MA. The work is mainly performed in an office setting. Flexible work options for this role will be discussed during the interview process.
• Candidates must have employment authorization to work in the US, and we regret that we cannot sponsor a VISA.
• Candidates who do not live within commuting distance of our Cambridge, Massachusetts campus should indicate on their resumes whether they are “willing to relocate,” as this position requires a regular on-campus presence.

Qualifications

BASIC QUALIFICATIONS:

• Bachelor’s degree or an equivalent combination of education, training and experience required.
• Three or more years of progressively responsible administrative experience in an office setting.

Please note:

• Additional in-person days and overtime may be required during peak times throughout the year.
• To be considered for this position, a cover letter and resume are required with the submission of your application.

ADDITIONAL QUALIFICATIONS AND SKILLS:

• Excellent customer service skills and the ability to provide professional, timely, and accurate assistance to prospective students, applicants, admitted students, faculty, staff, and other constituents.
• Exceptional verbal and written communication skills.
• Experience working with Microsoft Office Suite including Word, Excel, PowerPoint and Outlook.
• Experience or demonstrated ability to learn and work effectively with databases and administrative systems such as Slate, SharePoint, and Concur.
• Demonstrated problem-solving skills, attention to detail, and the ability to maintain confidentiality and exercise initiative, sound judgement, tact and discretion.
• Demonstrated ability to interact collaboratively and professionally with faculty, staff, students, applicants, and individuals from diverse backgrounds.
• Ability to manage multiple, shifting, and competing priorities in a complex and deadline-driven environment.
• Demonstrated attention to detail and strong editing and organizational skills.
• Ability to work independently while also contributing effectively to a collaborative team environment.
• Flexibility to support changing responsibilities throughout the academic year and annual admissions cycle.

Additional Information

• Salary Information: The expected annualized hiring range for this position will be $58,232- $70,000.
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 053. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.